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Respond to a meeting request: Outlook 2010 and 2013

When invited to a meeting, there are four actions you can take: Accept, Decline,Tentative, and Propose New Time. Until you act on the on a meeting invitation, Outlook automatically sets your reply as Tentative and the date/time in your calendar is also marked as Tentative. It is very important that you act on a meeting request as soon as you receive one.

Accept

Open the meeting request and click Accept. Click Send the response now if you wish to respond or select Do notsend a response. Then click OK. You may wish to select Edit the response before sending to include a comment such as: “I will be arriving late.”

Tentative

Open the meeting request and click on Tentative. Click Send the response now if you wish to respond or select Do notsend a response. You may wish to select Edit the response before sending to include a comment such as: “This meeting overlaps another meeting I have across campus.”

Note: If your Out of Office Assistant has been activated, the meeting organizer will receive an Out of Office reply indicating Tentative as the default status.

Decline

Open the meeting request and click on Decline. Click Send the response now if you wish to respond or select Do notsend a response. You may wish to select Edit the response before sending to include a comment such as: “I have an off-campus appointment during this time.”

Note: If you decline a meeting request it will be moved from your Inbox to your Deleted Items folder. If circumstances change later and you are able to attend, you can always undelete the meeting request and accept it.

Propose New Time

Open the meeting request and click on Propose New Time.

Click Tentative and propose new time or Decline and propose new time.

A dialog window will open allowing you to select an alternate date and time. When you are finished choosing your desired time, click on Propose Time.

A message window addressed to the meeting organizer will automatically open, and you will also see the current meeting time and time you are proposing for the meeting. Type a message or comment in the field provided and click Send.

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